April 28, 2026
Agenda Item No. 10
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Tara Finnigan, Assistant City Manager - 949-644-3001, [email protected] PREPARED BY:
Ryan Stadlman, GIS Coordinator - 949-644-3189, [email protected] Avery Maglinti, IT Manager - 949-644-3091
[email protected]
TITLE:
Three-Year Enterprise Licensing Agreement with Environmental Systems Research Institute (ESRI) ABSTRACT:
The Information Technology Division evaluated an Enterprise Agreement (EA) with Environmental Systems Research Institute, Inc. (ESRI) to support the City of Newport Beach’s (City) expanding Geographic Information Systems (GIS) program and to align with the City’s GIS Strategic Plan. If approved, the proposed EA would provide a cost-effective, scalable solution with fixed, predictable pricing and that would also provide organization-wide access to GIS tools.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Authorize the Mayor and City Clerk to execute a GIS Enterprise Agreement with Environmental Systems Research Institute for a term of three years in an amount not to exceed $144,720.
DISCUSSION:
The City’s GIS program has grown into an important tool for delivering services, supporting operations and informing decision-making across departments. GIS is now widely used to manage infrastructure, support public safety, enhance planning efforts, and provide accessible information to the public. As reliance on GIS continues to increase, there is a growing need to expand access, improve system integration, and fully utilize available capabilities to meet the City’s operational demands and enhance its service delivery.
The City’s current licensing model, which relies on a limited number of individual and shared licenses, restricts broader use of GIS tools and limits the ability to fully leverage the capabilities of the ArcGIS platform. This approach constrains access across City departments and creates inefficiencies in how staff uses and shares tools.
The proposed ESRI EA would address these limitations by providing organization-wide access to GIS capabilities. Expanded access would enable City departments to use GIS more effectively to support daily operations and deliver services more efficiently. It would also enhance the City’s ability to provide timely and accurate information to the public.
Strategic Alignment
The proposed EA would support the City’s GIS Strategic Plan by advancing key priorities, including:
Expanded access: Providing organization-wide access to GIS tools, enabling broader use across departments without per-user licensing constraints and supporting improved service delivery and transparency.
System integration: Enabling more seamless integration with asset management, financial, public safety, and other business systems, improving coordination and data sharing across the organization.
Staff development: Providing access to training and technical support resources to strengthen staff capabilities and support effective use of GIS tools.
Operational efficiency: Streamlining licensing and reducing administrative effort, allowing staff to focus on service delivery, analysis and project implementation.
Future readiness: Establishing a scalable platform that supports emerging technologies and evolving operational needs, including advanced analytics, real-time data, and expanded digital services.
The proposed ESRI EA is a three-year licensing agreement with a total cost of $144,720, structured as annual payments of $36,180 in year one, $48,240 in year two, and $60,300 in year three. The year one cost would be reduced through a prorated credit for unused existing maintenance, resulting in a lower initial payment.
The agreement establishes a fixed and predictable cost structure for GIS software licensing, replacing the City’s current model of incremental license purchases and renewals, which has resulted in fluctuating and increasing costs. By consolidating licensing under the EA, the City would avoid future cost escalation associated with individual licenses and extensions while enabling broader deployment of GIS capabilities across departments without additional per-user costs.
FISCAL IMPACT:
The adopted budget includes sufficient funding of $144,720 for this Enterprise Agreement. The license purchase will be expensed to the IT Software License Renewal account in the City Manager’s Office Department, 76420203-871017.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – ESRI Enterprise Quote and Agreement
Three-Year Enterprise Licensing Agreement with Environmental Systems Research Institute (ESRI) April 28, 2026
CITY OF CITY OF
CITY OF
CITY OF
City Council Staff Report COUNCIL STAFF REPORT City Council Staff Report COUNCIL STAFF REPORT NEWPORT BEACH NEWPORT BEACH City Council Staff Report COUNCIL STAFF REPORT
City Council Staff Report COUNCIL STAFF REPORT
NEWPORT BEACH
NEWPORT BEACH